Administrative Specialist- Building

Administrative Specialist- Building

  • Full Time
  • Concord

Website Town of Concord, MA


Under the general supervision of the Building Commissioner with functional oversight from the Planning and Land Management Director, performs a variety of complex and routine administrative support tasks to aid in the efficient operation of the Building Division. Additionally, may be called upon to perform reception duties and related office work. Duties require a high level of competence in utilizing technology and communicating verbally and in writing. Responsible for maintaining and improving upon the efficiency and effectiveness of all areas under their direction and control. Performs varied and responsible duties requiring a thorough knowledge of billing, operations and staff work schedules. Incumbent is called upon to handle a significant amount of details, each varying from the other in substance and content, requiring incumbent to approach workload with flexibility and efficiency. 
External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis. 
Provides administrative and clerical support to the Building Commissioner and Inspectors including assisting in the procurement of supplies, equipment, and services. 
Prepares purchase orders; processes accounts payable invoices, ensuring that products or services purchased have been received. Assigns accounting codes; prepares bill schedules for payment.  
Assists the public, other town departments, governmental agencies and vendors by  furnishing a variety of routine information and assistance and resolving minor problems and complaints; performs informational and referral services to the general public; answers the telephone and takes messages; directs calls to appropriate person. 
Maintains, organizes, and updates all building activity reports and spreadsheets to maintain accurate records using software systems.  Applies policies and procedures relative to state and local procurement regulations; seeks assistance from supervisors when exceptions to procedures arise. 
Maintains and updates, either manually or by computer, important departmental records requiring the careful recording, classification, and compilation of information; posts and records information; updates data; checks, sorts, records and files various materials. 
Distributes reports, memos, and necessary information to appropriate persons. 
Performs other basic office functions such as greeting visitors, typing correspondence and meeting notices, filing, maintaining records and databases, photocopying, scheduling and ordering supplies. 
Regular attendance at the workplace is required. 
High school education, with additional education or training in business administration preferred; and three or more years of increasingly responsible experience in a related administrative capacity, including customer service, clerical and secretarial work.; or any equivalent combination of education and experience. Municipal experience, and education or training in billing, accounts payable or general accounting helpful, but not required. 
Excellent interpersonal skills; ability to communicate effectively both verbally and in writing; ability to effectively deal with all members of the public in a courteous and tactful manner; ability to establish and maintain good working relationships with officials, volunteers, and coworkers. 
Thorough working knowledge of office procedures, practices and terminology with special focus on billing and accounts payable, and basic knowledge of bookkeeping techniques. Moderate level of technological skill relative to bill payment and facility management software systems. Knowledge of office and data processing equipment. 
Ability to work independently and with a high level of detail, to prioritize multiple tasks, and to deal effectively with constant interruptions. Ability to maintain detailed statistics, records and clerical records and to maintain confidential information. Ability to compose correspondence and to prepare, type and proofread reports as to form and logic flow. Ability to maintain detailed clerical records. 
Normal office environment, not subject to extreme variations of temperature, noise, odors, etc. Majority of work is performed in a quiet office environment, with constant interruptions. Frequently subjected to the demands of other individuals and the volume and /or rapidity with which tasks must be accomplished. 
Operates computer, printer, keyboard, calculator, telephone, copier, facsimile machine and all other standard office equipment requiring eye-hand coordination and finger dexterity. Balancing, crouching, grasping, pulling, reaching and stooping is also intermittently required. 
The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job.  The above is not intended to be an exhaustive list of all responsibilities and duties required.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. 
This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change. 

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